What we provide

Storage and the retrieval of any documents is a major problem for businesses. There is a growing burden for storing records and with storage space being very expensive, it makes sense to investigate an electronic archive storage system. Once we have implemented the system, you'll wonder how you ever coped without it.

Electronic document storage is a method of scanning images and digitally storing them, for example on a CD-ROM or directly onto your PC. These images are then indexed, allowing you to retrieve any image without the need to leave your desk.

Once the images are captured it is not possible to alter any of the data, making electronic document storage a secure solution to storing important documentation. In recent years electronic images have become acceptable as evidence in law allowing the destruction of original documentation and enabling cost reductions in document storage and retrieval.

Our process is very simple and requires no effort on your behalf. Following an initial meeting to identify the benefits of electronic document storage for you, we will agree a prioritised schedule of work.

We provide a regular collection service for our customers and can also supply security storage boxes. A certificate is issued for the collection of your records and all documentation is registered at our premises which allows us to provide a document retrieval service whilst the scanning process is undertaken giving ongoing access to your records.

Once your documents are scanned, we audit the quality of the process and then produce a master CD which is then installed by us onto your computer equipment. We store the original documentation whilst you audit the work undertaken and once you are completely satisfied we will ask you to authorise a destruction certificate which details the documents to be destroyed. Documents are destroyed using a secure shredding process. Some of our customers request original documentation to be returned to them.

Our Process

The question we are most often asked is: can I destroy the original documentation once it has been scanned?

And the answer is, as long as you follow the correct process in committing your records to digital image: YES.

The guidance that should be followed when converting paper records to electronic format depends upon the type of records being scanned: for general business records which need to be retained for 6 years for VAT inspection purposes HMRC guidance should be followed. IFAs and investment companies requirements for record keeping are governed by the FSA, whilst the Law Society provides guidance for Law Firms. Extracts from these organisations web sites that are relevant for electronic document retention can be found by clicking here.

Whichever body provides guidance on electronic document storage there is an important British Standard (BIP 0008) which lays down the process steps and guidelines required when converting paper records to legally admissible electronic records. The selection of a supplier whose process for conversion complies to this standard is essential.

Document Scanning

We scan documents in PDF, JPEG and TIFF formats and work with all paper sizes up to A0. We specialise in working with client sensitive data.The size of images produced as industry standard compressed TIFF images within an indexed library will be:

6kb per page containing no text or graphics (clients may wish blank pages to be scanned and retained where proof is required that all sides have been scanned and there are no missing pages - in contracts or reports for example)

40kb per page containing full text

75kb per page containing picture graphics

As a rule of thumb about 100,000 pages can be stored onto a single DVD; and about 500 archive boxes would occupy approximately 50GB of hard disk space.

We can discuss image storage requirements with you directly and the options open to you for the retrieval of images prior to contract.

Quality Control

To ensure that we deliver the best service, our Quality Control process ensures:

*The equipment used is preset to settings for image quality to control the output of images to pre-agreed customer settings. These settings will be determined with you through the processing of a small number of test files prior to the processing of the main body of the work*Through the sorting process, any original documents that are of poor quality will be identified, in order to be processed at individual settings by the scanning operator to enhance the image to an acceptable level*The scanning equipment used has double detection functionality to ensure that all pages are scanned and that there are no double feeds*There is a visual check as to the quality of all images through the scanning process by the operator*The Scanning Operator check is supported by a software audit of images to detect any possible image corruption issues*There is an ad hoc audit of images during image preparation prior to burning images to DVD/CD*If any image quality issues are detected at any of these stages then the images are reworked*Following delivery of the images we provide a period of 30 days for clients to satisfy themselves that the work has been delivered to the agreed standard, following which a destruction confirmation certificate is signed and the original documentation securely destroyed or returned as agreed*If documents are destroyed, a certificate of destruction is issued as a the final step in this process along with a certificate of image admissibility in a court of law as required by PD0008Customer satisfaction and quality is therefore driven by:

Microfiche conversion

You may already have invested previously in committing paper records to microfiche format and wish now to convert these to a computer based system so that your records can be accessible over your IT network.

We can convert all types of microfiche format: 16mm and 35mm roll film, cassettes and cartridges, microfiche aperture cards and jackets.In most cases the resultant digital images will be better than the orginal microfiche format.​We have undertaken microfiche conversion services for technical drawings, Babcock & Brown Aircraft Management for planes operated by BMI for example; architectual plans and historical documents, recently for The Avenue regeneration project in Chesterfield, patient records for the NHS and client records for solicitors.

Security shredding

Documents which are to be retained following scanning will be returned directly to source or to a nominated storage facility. However where records are to be destroyed, disposal will be managed through a national contract held by thecabinetoffice with Smurfit Kappa Security Shredding and Smurfit Kappa Recycling.

As founder members of the UKSSA (United Kingdom Security Shredding Association) and members the BSIA (British Security Industry Association), Smurfit Kappa offer a compliant, safe and comprehensive system to ensure the safe destruction of confidential information.The service provided provides:

* A complete collection and destruction service from thecabinetoffice premises via security vehicles* Safe destruction of all materials including archive material, tapes and magnetic media* Strict security practices and an unbroken chain of custody* Certificates of destruction which provide a legal audit chain* Compliance expertise with regard to: Data Protection Act, Freedom of Information Act, and FSA Regulations.​Smurfit Kappa security shredding plants are dedicated to the secure destruction of all confidential media. All shredded material is baled for onward recycling at the Smurfit Kappa recycling plant in Tamworth, Staffordshire.

Recycling

Documents shredded following approval for destruction is recycled for re-use in the form of household paper, writing paper etc. For every 1,000 kilos of paper recycled, approximately 14 trees and 2 cubic metres of landfill space can be saved.​We recycle any material that we are able to in the course of the scanning process undertaken back to our clients; this usually includes, folders, files, paperclips, and plastic wallets.

Paper recycling services

The green issue is never far from business’ minds these days. Whether you have a natural moral leaning to save the planet by ‘doing your bit’ or are motivated by Corporate Social Responsibility, ISO 14001 Environmental Management policy and/or Carbon Footprint agendas the fact of the matter is – we are all increasingly required to show our green side!

As a natural consequence of our business process thecabinetoffice has always been a recycler. We recycle any material that we are able to in the course of the scanning process undertaken; this usually includes, folders, files, paperclips, and plastic wallets – generally back to our clients.​Documents shredded following approval for destruction by our clients are recycled for re-use in the form of household paper, writing paper and cardboard. For every 1,000 kilos of paper recycled (that’s about 75 archive boxes), approximately 14 trees and 2 cubic metres of landfill space can be saved. Making new paper from recycled paper uses 30 - 50% less energy than making paper from trees and it reduces contributions to air pollution by 95%. During normal office hours through our 8 offices thecabinetoffice has the capacity to scan over 1,000,000 pages of paper every week, that’s 500 archive boxes - nearly 100 trees saved every week!

Office paper recycling scheme

Not only do we recycle documents at the end of our scanning process but we can collect paper for security destruction and recycling directly from our customers premises.

​For general office waste we provide a range of secure paper collection cabinets. Features include a double stitched nylon bag, locking hinged-door and a narrow slot for posting paper along with a defector screen making the cabinets strong, secure and tamper proof. The front loading design means that the consoles can be used to stand office equipment on top of, maximising the use of available space.​We supply plastic sacks with security tags free of charge or can collect documents in their original boxes and can arrange a collection schedule to suit. Our charges are determined by weight and are very competitive.

For occasions when a cabinet or a sack simply won’t do, we can arrange a secure container to be delivered to your premises which can be left with you until ready for collection – ideal for an annual clearout!​Our recycling partner Smurfit Kappa are founder members of the UKSSA (United Kingdom Security Shredding Association) and members the BSIA (British Security Industry Association), and offer a compliant, safe and comprehensive system to ensure the safe destruction of confidential information.